Connect QuickBooks

One QuickBooks Online connection does three things: it brings your employees in (hire date, pay, who has left), sends approved hours out from Timesheets, and, once you switch it on, sends every order as an invoice with its payments and refunds. Sales go one way only: nothing comes back from QuickBooks.

Steps

1. Open Settings, System, Connections, Services and the QuickBooks card.
2. Paste the Client ID and Client secret from your app in the Intuit developer portal, then the Company (realm) ID and the Environment (sandbox or production).
3. Press Connect to QuickBooks and approve in the QuickBooks window.
4. Press Test connection. It must pass before sales can be sent.
5. Under Sales into QuickBooks, pick when to Make the invoice: When the order is booked, The day after the event date, or On the first payment.
6. Pick the items and accounts: Rentals are booked to, the damage waiver and fees items, Payments go into, Refunds are paid from, and the Sales tax rate if you do not use QuickBooks Automated Sales Tax.
7. Switch on Send sales to QuickBooks.
8. Watch the Sync log, and the QuickBooks line on each order.

Good to know

• QuickBooks is on Pro and the license, not on Lite.
• Only orders booked from the day you switch it on are sent. To send older ones, use Also send older orders and pick a date.
• Each payment is applied to its invoice, a card fee the client paid goes as a sales receipt, and a refund goes as a refund receipt. Book Stripe's fees as an expense is optional.
• A paid invoice is never rewritten. If the order changes after that, the order shows that it differs and the invoice is left for your bookkeeper.
• The system's tax amount is what is sent. If QuickBooks keeps a different figure, the order and the log say so.
• Employees: Settings, HR, People, QuickBooks. Hours: Timesheets, Send to QuickBooks. See Timesheets.

If something goes wrong

• The switch will not turn on. Connect QuickBooks and pass Test connection first, and pick the rentals item.
• An order says Failed. The log shows QuickBooks' own reason. Fix it in QuickBooks or on the card, then press Retry. A refusal is tried again on its own five times first.
• An order with tax is not sent. Without Automated Sales Tax, pick a Sales tax rate on the card.
• Try it on a sandbox company first, with an order that has tax, a discount, a deposit and a refund.